Utah Valley University (Utah)
19284--Employment applications packet19286--Tuition waiver applications and reports
19287--Jackson National Life Insurance Company files
19288--Oppenheimer Funds Services files
19289--Princor Financial Services files
19290--Putnam Investments files
19291--Variable Annuity Life Insurance Company files
19292--American Income Life Insurance Company files
19329--Great American Life Insurance Company (GALIC) deduction files
19330--Guardian Insurance and Annuity Company files
19331--Fidelity group retirement plans files
19332--Copeland Companies files
19333--Pre-paid Legal Services, Inc. files
19334--American Family Life Assurance Company of Columbus files
19335--Educators Mutual Insurance Association deduction files
19336--Public Employees Health Plan (PEHP) insurance deduction files
19337--FHP Health Care insurance deduction files
19338--Utah Department of Employment Security wages and separation unemployment report
19374--Personnel files for full-time salaried employees
19418--Continuation of health insurance coverage files
19419--TIAA-Cref retirement premium reports
19420--Utah State Retirement premium reports
20990--Position change requests and authorizations
20991--Equal Employment Opportunity discrimination complaint case files
20992--Adverse action files
19741--Taxable wage earning reports
19498--Hourly time cards
19499--Leave adjustment reports
19500--Leave applications
19501--Personal injury case files
24017--Payroll registers
24019--Monthly deduction files
24022--Distribution reports
24023--Suspense accounts
27494--Program assessment reports
30391--Civil case files
81817--Student records
AGENCY: Utah Valley University (Utah)
SERIES: 19284
TITLE: Employment applications packet
DATES: ca. 1970-
ARRANGEMENT: Numerical by job class number
DESCRIPTION: These employment applications are sent to the Human Resource section of the college when individuals apply for faculty and staff positions. Their qualifications are then reviewed. Information includes application form or letters of interest, resumes or curriculum vitae, transcripts or diplomas, explanation of qualification, statement of teaching philosophy (if applicable), list of or letters of reference, samples of work, job announcements, tracking/scoring sheets, advertisements, and job announcement request forms.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 18 months and then destroy.
Optical disks: Retain in Office for 2 years and then destroy.
APPRAISAL
Administrative
Records in this series have temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19286
TITLE: Tuition waiver applications and reports
DATES: ca. 1970-
ARRANGEMENT: Chronological, thereunder alphabetical by student surname
DESCRIPTION: These records are used by Human Resources to determine eligibility of individuals applying for a tuition waiver and to track the waivers after they have been entered into the computer system. Information includes tuition waiver applications, list of hourly employees eligible to receive tuition waiver that semester, list of names and social security numbers of individuals who used the waiver that semester, and course catalog for the semester.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1997
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
Computer data files: Retain in Office for 3 years and then delete.
Microfiche master: Retain in Archives for 3 years and then destroy.
Microfiche duplicate: Retain in Archives for 3 years and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19287
TITLE: Jackson National Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Jackson National. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19288
TITLE: Oppenheimer Funds Services files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Oppenheimer. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19289
TITLE: Princor Financial Services files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Princor. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19290
TITLE: Putnam Investments files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Putnam. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19291
TITLE: Variable Annuity Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for VALIC. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19292
TITLE: American Income Life Insurance Company files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for American Income. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19329
TITLE: Great American Life Insurance Company (GALIC) deduction files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for GALIC. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19330
TITLE: Guardian Insurance and Annuity Company files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Guardian. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19331
TITLE: Fidelity group retirement plans files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Fidelity. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19332
TITLE: Copeland Companies files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Copeland. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19333
TITLE: Pre-paid Legal Services, Inc. files
DATES: 1996-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for Pre-paid Legal. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19334
TITLE: American Family Life Assurance Company of Columbus files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college deduction register for AFLAC. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19335
TITLE: Educators Mutual Insurance Association deduction files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's insurance premiums. Information includes billing statements and adjustments, check request, and college benefit registers for EMIA. Also includes lists of employee name and address changes, employees and dependents no longer eligible for insurance, and early retirees. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19336
TITLE: Public Employees Health Plan (PEHP) insurance deduction files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's insurance premiums. Information includes billing statements and adjustments, check request, and college benefit registers for PEHP. Also includes lists of employee name and address changes, and employees and dependents no longer eligible for insurance. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19337
TITLE: FHP Health Care insurance deduction files
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These insurance records are used in the verification and payment of employee's tax shelter premiums. Information includes billing statements and adjustments, check request, and college benefit registers for FHP. Also included is a list of employees no longer eligible for benefits. These records are duplicates, the original being maintained by the insurance company.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19338
TITLE: Utah Department of Employment Security wages and separation unemployment report
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
DESCRIPTION: These records are used to verify the payment of monthly unemployment expenses of eligible terminated employees and to notify affected department heads. Information includes reimbursable employer billing statements, copies of memoranda to affected department heads, copies of check requests including check number, notice of Claimant Eligibility and Employer charges, and copies of terminating/last Personnel Action Form.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1997
FORMAT MANAGEMENT
Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency. The record copy is maintained by the Utah Department of Employment Security.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19374
TITLE: Personnel files for full-time salaried employees
DATES: 1967-
ARRANGEMENT: Alphabetical by employee surname
DESCRIPTION: Complete work history of individual while employed at the Utah Valley State College, used for proof of employment, documenting raises, direct deposit authorization, and notification of drug-free workplace. Information may include confidential employee data form, personnel action forms, direct deposit authorizations, benefit maintenance sheets, employment application, resume and transcripts, W-4 form, I-9 form, letters of appointment, copy of yearly leave report, semester appointment forms, performance appraisals, requests for verification of employment, drug-free workplace statement, screening and interview sheet, employee data change form, and employment verification forms. leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.
RETENTION
Retain for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 08/12/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after separation of employee and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
APPRAISAL
Administrative
Records in this series have long-term administrative value to document employment and eligibility for benefits. They may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(e) (2008)
SECONDARY DESIGNATION
Public. UCA 63G-2-301 (1)(b) (2008)
AGENCY: Utah Valley University (Utah)
SERIES: 19418
TITLE: Continuation of health insurance coverage files
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
DESCRIPTION: These records document the notification of terminating employees that they may purchase continuing health insurance from their current provider. These records are required by the federal COBRA (Consolidated Omnibus Budget Reconciliation Act) laws, 26 U.S.C.A. 9801 (1986). Information includes letter to eligible former employees or dependents and a signed acknowledgment of receipt of COBRA letter.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19419
TITLE: TIAA-Cref retirement premium reports
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These records document the amount of retirement deducted and paid into individuals' retirement plans. Information includes a record of electronic transfer, adjustment transaction report, check request, copies of college benefit registers for TIAA-Cref, 403b supplemental reports, and a TIAA-Cref membership list.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
Optical disks: Retain in Office for 1 year or until administrative need ends and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19420
TITLE: Utah State Retirement premium reports
DATES: 1967-
ARRANGEMENT: Chronological
DESCRIPTION: These records document the amount of retirement deducted and paid into individuals' retirement plans. Information includes funds transmittal report, contribution report, adjustment transaction report, check request, adjustments to retirement tape, State Retirement member address changes, salaries check register retirement reconcilliation, printouts of college benefit registers for State Retirement, 401k supplemental reports, and a list of members on contributory and non-contributory plans.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
Optical disks: Retain in Office for 1 year or until administrative need ends and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 20990
TITLE: Position change requests and authorizations
DATES: 1975-
ARRANGEMENT: Alphabetical by department name, thereunder chronological
DESCRIPTION: Documents used to create new positions, abolish old ones and change existing state employee positions. Information includes new position/new title/reclassification request forms and position analysis.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Position analysis records, GRS-167
AUTHORIZED: 07/17/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Utah Valley University (Utah)
SERIES: 20991
TITLE: Equal Employment Opportunity discrimination complaint case files
DATES: 1992-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
DESCRIPTION: Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, and other records as described in 29 CFR 1613.222.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Complaint investigation files, GRS-1969
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: Utah Valley University (Utah)
SERIES: 20992
TITLE: Adverse action files
DATES: 1967-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
DESCRIPTION: Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction in force) against the employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and appeal of records, excluding letters of reprimand.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19741
TITLE: Taxable wage earning reports
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
DESCRIPTION: These records provide employees with an accurate accounting of yearly earnings to comply with Internal Revenue Service regulations. Information includes returns on income taxes such as IRS Form W-2, and reports of withheld federal taxes, such as IRS Form W-3, with related records, such as reports regarding income and social security taxes.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19498
TITLE: Hourly time cards
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
DESCRIPTION: Employee time cards determine how many hours an employee worked during a pay period. Information includes the pay period, employee name, Social Security number, and department.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative
Records in this series have only short-term administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. Social Security number
AGENCY: Utah Valley University (Utah)
SERIES: 19499
TITLE: Leave adjustment reports
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
DESCRIPTION: Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, Social Security number, and employee name.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: Utah Valley University (Utah)
SERIES: 19500
TITLE: Leave applications
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname.
DESCRIPTION: Applications for leave and supporting papers relating to request for and approval of employee leave.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/29/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 19501
TITLE: Personal injury case files
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by surname
DESCRIPTION: These records document work-related injuries and provide prompt medical attention to employees. They are used to minimize the potential for future fraudulent claims. Information includes first report of injury forms, correspondence and related medical reports, Bureau of Labor & Statistics log and summary of occupational injuries and illnesses, yearly survey of occupational injuries and illnesses, and OSHA loss history reports.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Worker's compensation case files, GRS-1938
AUTHORIZED: 06/26/2013
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Administrative
Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public
AGENCY: Utah Valley University (Utah)
SERIES: 24017
TITLE: Payroll registers
DATES: 1998-
ARRANGEMENT: Chronological, thereafter alphabetical by name.
DESCRIPTION: These records document checks issued each pay period for contract, adjunct, hourly, and workstudy payrolls. Registers show the earnings, deductions, taxes, net income and warrant or direct deposit information.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 24019
TITLE: Monthly deduction files
DATES: 2000-
ARRANGEMENT: Chronological by quarter, thereafter alphabetical by name.
DESCRIPTION: These records document monthly paycheck deductions and contributions. Examples of deductions and contributions include such things as Goodwill, American Federated Staff, and direct deposit.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 24022
TITLE: Distribution reports
DATES: 1999-
ARRANGEMENT: Chronological by year, thereafter alphabetical by name.
DESCRIPTION: These records document which budgets were used to pay employees. They are used to verify account payroll activity. Records include employee, account, and check history distribution reports.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 24023
TITLE: Suspense accounts
DATES: 1998-
ARRANGEMENT: Chronological by month and pay period.
DESCRIPTION: These records document the occurrence of payments to incorrect or invalid employee accounts and to document the corrective actions taken. They also show overtime paid by hand when computers are unable to compute the figures correctly.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Utah Valley University (Utah)
SERIES: 27494
TITLE: Program assessment reports
DATES: 1998-
ARRANGEMENT: Chronological by date; thereunder alphabetical by name of program or service organization.
DESCRIPTION: These biennial reports document the assessment process for all programs and service organizations at Utah Valley University. The reports are created by each program and organization and are used to determine program effectiveness and progress. Reports are also used during the accreditation process. Information includes program goals, outcomes, objectives, criteria for success, assessment summaries and evaluations, results, and other relevant information.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 09/15/2010
FORMAT MANAGEMENT
Paper: For records beginning in 1998 through 2008. Retain in Office for 2 years after scanned and quality checked and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.
Paper: For records beginning in 2009 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.
Digital image: For records beginning in 1998 and continuing to the present. Retain in Office permanently.
APPRAISAL
Administrative Historical
These records are needed administratively to document and evaluate department programs. also They also have historical value as they document program administration, achievements, outcomes, and weaknesses for all programs and services organizations at the university.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(2)(d)
AGENCY: Utah Valley University (Utah)
SERIES: 30391
TITLE: Civil case files
DATES: 2008-
ARRANGEMENT: Alphabetical by case name
DESCRIPTION: These files are court records for civil cases. The records may include court filings, attorney's notes, records filed by attorneys, subpoenas, disclosures, petitions, motions, complaints, depositions, affidavits, writs, judgments or decrees, copies of employee or student files pertaining to parties involved in the cases, various court pleadings, and related records.
RETENTION
Retain for 10 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Civil case files, GRS-2034
AUTHORIZED: 08/16/2022
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after the case closes and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.
APPRAISAL
Administrative Legal
These records have legal value based on the usefulness to document and protect the rights and interests of an individual or organization, to demonstrate compliance with laws and regulations, or to meet other legal needs.
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305 (17)(18)(28)(33)(38)(40)(2022)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302 (1)(b)(g) and (2)(a)(2022)
Public. Utah Code 63G-2-201 (2)(3)(2019)
AGENCY: Utah Valley University (Utah)
SERIES: 81817
TITLE: Student records
DATES: undated
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.
RETENTION
Permanent. Retain for 10 year(s) after separation
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Academic record files, GRS-2445
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years after student leaves school and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
These records are historical and track student courses, grades, and performance at the university.
PRIMARY DESIGNATION
Private